No matter the season, church life is busy. You’re organizing and promoting retreats, ministry kickoffs, special services, trunk-or-treats, Bible studies—not to mention Christmas/Advent...
But do you have a content calendar to make it all work?
If you want people to actually show up (and not just hear about it after the fact), you need more than a few great ideas—you need a plan.
A well-structured content calendar helps you:
- Stay ahead of deadlines
- Communicate consistently
- Engage your audience at the right time
- Maximize attendance and impact
In this guide, we’ll walk you through exactly how to build a content calendar for your upcoming events—complete with a downloadable template.
First Things First: List Your Events
Before you can plan your content, you need to know what you’re planning for. Start by listing every event you’re hosting in the next few months—big or small. This master list becomes the foundation for your communications plan.
Then: Fill Out Key Event Details
Event Name
Your title sets the tone, so make it count. Aim for clear and catchy—and lock it in early.
Event Description
Write a short, compelling overview that answers these main questions:
- What is it?
- Who is it for?
- Why should they come?
- What are the main calls to action (sign up, volunteer, invite your neighbors)?
- Are there other important details (cost, registration deadline, books or study guides to purchase)?
Example: "Trunk or Treat is a free, family-friendly Halloween alternative where kids can dress up, enjoy candy, and meet friendly faces from our church community. Sign up to decorate your car by October 30—and invite your friends and neighbors!"
Event Date, Time, & Location
Be specific. If it’s a recurring event, note that, too.
Examples:
- Friday, October 31 • 6:00–8:00pm • Church Parking Lot
- Wednesdays, August & September • 10:00am • Auditorium
Target Audience
Identify who you’re trying to reach. It doesn’t have to be an extensive list—but it should be specific. ("Everyone" shouldn’t be an option!) This will shape your messaging and where you promote the event.
Examples:
- Trunk or Treat: Current church members + new families in the neighborhood
- Discipleship Training: Existing small group leaders
- Summer Camp: Middle school students and their parents
- 50+ Pickleball League: Empty nesters looking for community
Previous Attendance
If this event happened before, how many people came? Use this to set realistic benchmarks.
Attendance Goal
Aim for growth, but make it achievable.
Main Goal or KPI
Why are you hosting this event? Clarifying your goal will guide your promotional strategy and help you measure success.
Don’t just focus on quantity—quality engagement matters, too.
Examples:
- Boost midweek attendance by 25%
- Grow community awareness
- Raise $2,000 for missions
- Get 20 new families to attend
Choose Your Marketing Tactics
You don’t have to do everything. Choose the strategies that match your goals and audience.
Options include:
- Branded event materials
- Email marketing
- Social media posts (organic + paid)
- Video
- Church announcements
- Website landing pages
- Digital ads
- Local partnerships
Here’s an example from our Trunk or Treat event:
- 4 Instagram posts
- 2 emails to church families
- 1 paid Facebook ad targeting local parents by ZIP code and age
- Landing page with event FAQ and invite form
Suggested Ad Spend (If Applicable)
If you’re running paid ads, set a budget that fits your goals and reach. Budget varies, of course, but here’s a general guideline to start with:
- Small event (under 100 people): $50–$150
- Medium event (100–300 people): $150–$500
- Large community-wide event: $500–$1,000
Not every event needs an ad budget—but don’t overlook the value of a well-targeted $50 campaign.
Ready to Start Planning?
After 10+ years of experience in church marketing and event promotion—we’ve taken all the guesswork out. Use our free template to organize your events, plan your content, and build smarter church promotions.
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